Document Management

Having trouble finding documents? Running out of space in file cabinets? Need to access documents from remote locations? Hogland Offers many different solutions to assist you with managing your documents. From the small office all the way to enterprise environments, we have a solution for you.
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Why does my business need Document Management?

(Click the icon on the headings below to see more information.)
Reduced Storage Space
Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution (DMS) that can reduce the need for file cabinets, boxes and storage bins is a valuable asset to any enterprise, freeing up precious office space. Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault.
Enhanced Security
Document security is vital to many enterprises. DMS provides better control over sensitive documents. Access to documents can be controlled at the folder level for different groups or individuals. Also, a DMS leaves an audit trail of who has viewed a document, when it was accessed, and how it may have been modified. Managed documents are highly traceable and can be tagged to allow for automated alerts.
Improved Regulatory Compliance
Compliance requirements for certain documents can be quite complex. Non-conformance can lead to fines, revoked licenses, and in some cases criminal liability. Federal and state regulatory regulations such as Sarbanes Oxley and HIPAA mandate strict security and privacy guidelines. DMS reduces the risk of non-compliance. Records retention schedules, for example, can be automated, and new documents can be more easily classified and stored.
Easier Retrieval
Searching for and retrieving documents can be very time consuming – and we all know time is money. In fact, PWC published these statistics illustrating the costs related to the average time spent managing paper documents: Why document management systems? Because it costs $20 to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document. Organizations spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document. 7.5% of all documents get lost; 3% of the remainder get misfiled. Professionals spend 5 to 15% of their time reading information, and up to 50% of their time looking for it. A document management solution, specific for your enterprise, can be a powerful, time-saving tool. Depending on the solution implemented, a DMS can retrieve files by a word or phrase in a document – full text search, or DMS can apply index categories to a document or folder. Easier integration with business applications facilitates access to critical information. DMS also gives the opportunity to access documents remotely. As long as there is internet connection, documents can be accessed from virtually anywhere.
Better Collaboration
With DMS, information sharing and collaboration can be a lot easier. Documents captured from different sources can be accessed from multiple locations. Electronic imaging makes sharing documents over a network via email or the Internet possible. DMS provides greater visibility to business processes and can allow for better workflow monitoring. Authorized access by external users can be allowed and monitored. DMS also offers Version Control which allows for older versions of the same document to be recovered if needed. This feature is important if several parties work on the same document and there are changes made to a document that were not authorized or meant to happen.
Better Backup and Disaster Recovery
Any document management solution should include a data backup and disaster recovery plan. With digital archiving as a backup, paper documents are protected from fire and flood and other disasters. With a DMS, documents are highly traceable and can be tracked within a range of criteria. Also, because imaged documents are centrally stored they cannot be lost or misplaced after viewing. Documents are less likely to be misfiled, and if so they are easier to locate with cross-indexing. Documents can be digitized and archived at their point of entry into the system.
The Intangibles
Just a few of the intangible benefits of a document management system include:

  1. Flexibility
  2. Competitiveness
  3. Improved client relations
  4. Peace of mind

Time is valuable, and time saved is a definite benefit of DMS that often translates directly into increased productivity. Faster and more efficient document retrieval can boost staff morale and increase client satisfaction. Also, document management solutions are scalable to meet the changing needs of any enterprise.

Proper document management systems can bring many benefits to you and your office. Take initiative and schedule a demo today to see how a tailored document management solution can help you by improving business processes and increasing efficiency.

Why choose Document Management Software?

It is easy to use. Users can locate files and documents anytime without any problem.
Go paperless
Ability to customize the system as per your requirements
Sharing is easy
Access the right document and maximize your project completion rate
It is collaborative. Participation and access is given to as many as required
You can use it on the go
The system automates workflows
There is nothing for you to build and maintain. The software is ready-to-use, and if you are a developer, then you can contribute to the betterment of the software while using an open source version.

FEATURES INCLUDE

 

• Check-in/check-out and locking, to coordinate the simultaneous editing of a document so one person’s changes don’t overwrite another’s

 

• Version control, so tabs can be kept on how the current document came to be, and how it differs from the versions that came before.

 

• Roll-back, to “activate” a prior version in case of an error or premature release.

 

• Audit trail, to permit the reconstruction of who did what to a document during the course of its life in the system.

 

• Annotation and Stamps

 

Have you ever considered the impact that paper-based processes have on productivity and budget in your organization?

While electronic records are increasingly popular as offices look to become more paperless, hard copy records management is still an important aspect. 80% of information is still paper-based in most organizations. Your staff might be spending more time on file retrieval, document scanning, and document shredding than they should be. Here are three document management statistics to consider when developing a records management strategy.

Document Challenges Account for 21.3 Percent Productivity Loss

7.5 Percent of all Paper Documents Get Lost

77% of Business Owners Want to Access Files Remotely

How much time does your staff spend searching for information? Retrieving and organizing documents is a time-consuming hassle that leaves employees frustrated and unproductive. Are your hard-copy documents stored haphazardly in file cabinets or piled on someone’s desk?

If the majority of your internal workflows are still paper-based, such as accounting and invoicing, human resources, and customer service, you’ve probably been experiencing productivity loss. Instead, adopt a new document management strategy that electronically converts active files and manages them via a secure software. For older records that you’re required to keep for a definitive number of years, consider an offsite document storage provider to free up office space and take the burden of managing thousands of records off of your staff.

How much time does your staff spend searching for information? Retrieving and organizing documents is a time-consuming hassle that leaves employees frustrated and unproductive. Are your hard-copy documents stored haphazardly in file cabinets or piled on someone’s desk?

If the majority of your internal workflows are still paper-based, such as accounting and invoicing, human resources, and customer service, you’ve probably been experiencing productivity loss. Instead, adopt a new document management strategy that electronically converts active files and manages them via a secure software. For older records that you’re required to keep for a definitive number of years, consider an offsite document storage provider to free up office space and take the burden of managing thousands of records off of your staff.

In today’s fast paced, technological environment, professionals need access to information 24/7 from any location. Say you’re about to board a plane, but a critical record you need is sitting on your desk at the office. Rather than waiting for a coworker to find, scan, and email you the document, wouldn’t it be nice to have electronic access to a repository of critical records via secure cloud software? Electronic records conversion and digital records management can transform the way you work, add more flexibility and productivity to your day.

Electronic content management software enables you to manage, organize and share vital records, automate workflows and enable your departments to run more efficiently – even when a team member is out of the office. 

What is the real cost of paper?

According to most reliable sources, a traditional paper-based document management system usually costs between 13 and 31 times the actual cost of purchasing the paper. That’s because it’s not just the cost of purchasing paper, it’s also the cost of the space for filing cabinets, the cost of off-site archival storage, copy-machine costs, and the cost of time lost looking for files.

Manually filing and retrieving paper documents takes time. Research shows that it can cost as much as:
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It can cost $20 to file a document in a folder or filing cabinet.
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$120 to find a misfiled document (if you can find it at all).
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It can cost $220 to reproduce a document that was lost.
Other commonly quoted statistics:
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The average document in an office gets copied 19 times.
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7.5% of all documents in an average office today get lost.
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3% of the remainder of office documents documents get misfiled.
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Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
“Sure, your business may be different. You may run a “tight ship.” But the fact is that no amount of good management can make up for the basic inefficiency of paper-based systems. Maybe it’s time to look at a different way of doing things.”

Consider Re-designing Some Business Processes

If you want to reduce the problems that are inherent in paper-based systems and explore more efficient ways of doing things, you can’t avoid identifying and re-designing procedures that are made cumbersome, costly and inefficient because they’re paper-based.

Start with paper-heavy departments:

    1. Accounting
    2. Human Resources
    3. The Mail Room

Do away with physical forms and physically signing printed documents. In the United States, the ESIGN Act of 2000 gives validity to electronic signatures, making an electronic signature as legally valid as a hard-copy signature.

Use a Central Cloud-Based ECM Solution

Face it – the Cloud is here to stay. Digital is the way of today, and the future. A properly secured Cloud ECM Solution is safer than paper.

Despite publicized reports of systems that have been hacked, it’s important to realize that, like airplane crashes, hacking incidents make the news precisely because they’re not usual. And, in most instances, lack of stringent security measures have contributed to the hack.

There are Cloud- based Electronic Content Management and Electronic Document Management solutions available today that employ hackers to challenge their systems daily in order to ensure their lack of vulnerability.

So what are you waiting for? See what a difference going paperless can make for your business!

“Almost 20% of the business time, the equivalent of one day per working week, is wasted by employees searching for information to do their job effectively.”

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2401 Ave F, Lubbock, TX 79424

(806) 763-9525